How to organise a police conference

Start by fixing the date, programme structure and venue before contacting speakers or opening registration. A police conference needs more than a room and a timetable: build in time for security instructions, evacuation checks, parking information and controlled access. Confirm speakers and topics early, then use the registration process to collect dietary requirements and practical arrival details. In the final week, test every presentation, print badges and booklets, and check that the AV setup works with the presentation laptop.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the date and program
2 people
2
Reserve the venue and rooms
3
Approach speakers
2 people
4
Confirm speakers and topics
2 people
5
Draft invitations
2 people
6
Set up the registration form
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Send parking information
11
Design name badges
12
Finalize the program
2 people
13
Collect presentations
14
Order catering
15
Reserve equipment
16
Prepare security instructions
2 people
17
Check evacuation plan
2 people
18
Confirm suppliers
19
Export the participant list
20
Print name badges
2 people
21
Print program booklets
2 people
22
Test presentations
2 people
23
Pick up groceries
2 people
24
Chill drinks
2 people
25
Set up registration materials
2 people

Event

26
Mark the room layout
2 people
27
Set up tables and chairs
4 people
28
Set up registration desk
2 people
29
Set up stage and lectern
3 people
30
Set up projection screen
2 people
31
Connect the sound system
2 people
32
Test microphones
2 people
33
Load presentations onto laptop
34
Check the lighting
35
Hang up signage
2 people
36
Sort name badges
2 people
37
Set up coffee stations
2 people
38
Prepare the lunch buffet
3 people
39
Welcome speakers
2 people
40
Give volunteer briefing
2 people
41
Staff the registration desk
3 people
42
Welcome participants
3 people
43
Distribute program
2 people
44
Lead the opening session
2 people
45
Provide technical support for speakers
2 people
46
Monitor the schedule
47
Collect questions from the audience
2 people
48
Serve coffee break
3 people
49
Refill drinks
2 people
50
Clear used dishes
2 people
51
Check break areas
2 people
52
Serve dinner
4 people
53
Distribute diet meals
2 people
54
Moderate panel discussion
2 people
55
Set up the networking drinks reception
3 people
56
Serve snacks
3 people
57
Complete attendance registration
58
Announce the closing
59
See participants off
3 people

Aftercare

60
Collect waste
3 people
61
Wash dishes and glassware
3 people
62
Clean catering equipment
2 people
63
Switch off the equipment
2 people
64
Secure presentations
65
Put furniture back
4 people
66
Clean the rooms
3 people
67
Remove signage
2 people
68
Return technical equipment
2 people
69
Store leftover catering
2 people
70
Return rental items
2 people
71
Register lost and found items
72
Send thank-you message
73
Collect invoices and receipts
74
Archive participant details

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Conference chairsqty 120
Foldable tablesqty 18
Registration tablesqty 3
Lectern
Stage sectionsqty 4
Lounge armchairsqty 8
Coat racksqty 4

Equipment

Projectorqty 2
Projection screenqty 2
Presentation laptopqty 2
Wireless microphonesqty 4
Table microphonesqty 4
Microphone standsqty 2
Speakersqty 4
Mixer
HDMI cablesqty 6
Extension cordsqty 10
Power stripsqty 8
Laser pointersqty 3
Power banksqty 6
Laptop chargersqty 4
Wi-Fi routersqty 2

Tableware

Water glassesqty 140
Coffee cupsqty 120
Tea glassesqty 60
Dinner platesqty 120
Dessert platesqty 120
Cutlery setsqty 120
Serving plattersqty 24
Serving tongsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Buffet warmersqty 8
Cutting boardsqty 4
Chef and serving knivesqty 6
Small bowlsqty 24
Ice cube traysqty 4

Decorations

Name badge holdersqty 120
Tableclothsqty 18
Conference bannersqty 6
Plate holdersqty 20
Pen holdersqty 12
Wayfinding signsqty 12

Lighting

LED light stringsqty 4
Presentation spotsqty 4

Cleaning

Waste binsqty 12
Vacuum cleanerqty 2
Mopsqty 3
Bucketsqty 3

Catering

Groceries

Tips

Set the date, programme outline and rooms first. Reserve the main conference room, breakout rooms and registration area before sending invitations, and allow at least 8–12 weeks for speaker confirmation and attendee registration.
Ask speakers to confirm both their topic and presentation format no later than 4 weeks before the event. Collect the final slide decks at least 3 working days before the conference so they can be tested on the presentation laptop and projector.
Close registration with enough time to export the participant list, check dietary requirements and print name badges. A 5–7 day buffer gives you time to correct names, update the programme booklet and send parking information.
Treat security and evacuation planning as part of the programme, not as a last-minute check. Prepare the security instructions and verify the evacuation plan at least 2 weeks before attendees arrive, then brief suppliers and on-site staff.
Run a full room and AV test the day before or early on the event day. Check wireless and table microphones, mixer, screen, HDMI cables, extension cords, power strips, Wi-Fi and chargers; also chill drinks and set up registration materials before doors open.

Frequently asked questions

How far in advance should you organise a police conference?: Allow at least 8–12 weeks for a small or medium police conference. Larger programmes, multiple rooms or senior speakers may require 4–6 months, especially when security review and supplier coordination are involved.
When should speakers confirm their topics for a police conference?: Aim to confirm speakers and topics at least 6–8 weeks before the event. Request final presentations no later than 3 working days before the conference so the files can be tested and loaded in the correct order.
When should registration close for a police conference?: Close registration 5–7 days before the event if you need printed badges, a participant list and catering numbers. Keep a named process for late registrations so changes do not disrupt security checks or catering orders.
What should be checked the day before a police conference?: Test the projector, screen, microphones, mixer, presentation laptop, HDMI connections, power strips and Wi-Fi. Also walk through the evacuation route, place registration tables and materials, and confirm that catering and equipment suppliers know their arrival times.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.